1. Must ask permission from the data originator for use of restricted ​data.

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Normal ethics apply to co-authorship of scientific publications. Palaeoecological datasets are labour-intensive and complex: they take years to generate and may have additional attributes and metadata not captured in the EPD. Users of data stored in the EPD should consider inviting the original data contributor of any resultant publications if that contributor’s data are a major portion of the dataset analysed, or if a data contributor makes a significant contribution to the analysis of the data or to the interpretation of results. For large-scale studies using many EPD records, contacting all contributors or making them co-authors will not be practical, possible, or reasonable. Under no circumstance should authorship be attributed to data contributors,​ individually or collectively,​ without their explicit consent.

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In all cases, any use of EPD data should include the following or similar text in their acknowledgments:​ Pollen data were extracted from the European Pollen Database (EPD; http://​www.europeanpollendatabase.net/​) and the work of the data contributors and the EPD community is gratefully acknowledged.

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Upon publication,​ please send to the EPD a copy of the published work or a link to the electronic resource. Your assistance helps document the usage of the database.

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2. Should, as a matter of courtesy, inform data originators of the uses being made of their data. (But see also D 8.)

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3. If the contributor wishes, should show the contributor results of analyses and manuscripts for publication for critical comment. (But see also D 8.)

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4. Should cite, in any publication using data from the database, the contributors'​ original publications describing their data. (But see also D 8.)

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5. Should send reprints of publications that use EPD data to the database centre.

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6. Should acknowledge contributors for use of unpublished data and for any advice they may have provided. (But see also D 8.)

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7. No user can pass data on to another party. All users must obtain data from the central database.

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8. Normal ethics apply to co-authorship of publications. The contributor should be invited to be a co-author if a user makes significant use of any individual contributor'​s data, or any individual contributor'​s data comprise a substantial portion of a larger dataset analyzed, or a contributor makes a significant contribution to the analysis of the data or to the interpretation of the results. This guideline applies to unrestricted as well as to restricted data. In the case of synoptic studies that use pollen data from numerous sites it may be neither practical, possible, nor reasonable to contact all contributors or make them co-authors of the publication. It may even not be possible to cite all the publications that were used. Nonetheless,​ in all cases the authors should make the EPD aware of their use of the data and should include the following text in their acknowledgments:​ Pollen data were extracted from the European Pollen Database (http://​www.europeanpollendatabase.net/​). In no circumstances should authorship be attributed to data contributors,​ individually or collectively,​ without their explicit consent.

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9. The data are available only to non-profit-making organizations and for research.

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Profit-making organizations may use the data, even for legitimate uses, only with the written consent of the EPD Board, who will determine or negotiate the payment of any fee required. ​